Automating your booking process can save you time and improve client experience. In this tutorial, we will walk through integrating Calendly with Zapier to automate your appointment scheduling.

Prerequisites

  • An active Calendly account
  • A Zapier account
  • Basic knowledge of Zapier workflows
  • Access to your website's admin panel

Step 1: Create a Calendly Event Type

Log in to your Calendly account and create the event types you want to automate. Note the event URL, as you will need it later.

Step 2: Set Up a New Zap in Zapier

Log in to Zapier and click on “Create Zap.” Choose Calendly as the trigger app.

Select the Trigger Event

Select “Invitee Created” as the trigger event, then connect your Calendly account and test the trigger to ensure it pulls in recent bookings.

Configure the Trigger

Choose the specific event type you want to monitor or leave it to all event types. Save your trigger setup.

Step 3: Set Up an Action to Automate Booking

Next, add an action step. You can choose from various apps, such as Google Sheets, Mailchimp, or your CRM, depending on what you want to automate.

Example: Add Booking Details to Google Sheets

Select Google Sheets as the action app, then choose “Create Spreadsheet Row.” Connect your Google account and select the spreadsheet where you want to store bookings.

Map Data Fields

Map the Calendly invitee data to your spreadsheet columns, such as name, email, and booking time.

Step 4: Test and Activate Your Zap

Test your Zap to ensure it works correctly. Once confirmed, turn on your Zap to start automating bookings.

Additional Tips

  • Customize email notifications in Calendly for better user experience.
  • Use filters in Zapier to trigger actions only for specific event types or times.
  • Regularly review your Zap’s performance and update as needed.

By following these steps, you can streamline your booking process, reduce manual work, and ensure your clients receive timely confirmations. Happy automating!